Looking for the best RFP software in 2025? This comparison breaks down eight top tools — including Loopio, Responsive, Narwin, and AutogenAI — to help you choose the right platform for faster, smarter proposals.
In today’s fast-paced proposal landscape, responding to RFPs isn’t just about ticking boxes — it’s about speed, accuracy, and strategic clarity. Whether you’re pursuing government contracts or enterprise deals, the right software can mean the difference between winning and wasting time. With AI and automation becoming essential to the process, 2025 has brought a new generation of tools built specifically to streamline how teams qualify, draft, and submit RFP responses. In this guide, we compare eight of the top RFP platforms — from established names like Loopio and Responsive to emerging AI-native options like Narwin and AutogenAI — to help you choose what works best for your team.
🔄 1. Loopio
Best for: Enterprise teams who want a highly organized content library and structured workflows.
Loopio is a long-standing leader in the RFP software space. Its clean interface, strong library system, and intuitive assignment workflows make it ideal for companies with recurring RFP cycles and large proposal teams.
Key Features:
- Answer library with auto-suggest
- Content approval workflows
- Team collaboration and assignment
- Analytics and reporting dashboards
Tradeoffs:
- Limited AI capabilities (as of mid-2025)
- Less suited for highly technical or government proposals
⚡ 2. Responsive (formerly RFPIO)
Best for: Cross-functional teams with advanced integration needs and high proposal volume.
Responsive stands out for its deep integrations with enterprise tools like Salesforce, Slack, Teams, and SharePoint. It supports RFPs, RFIs, security questionnaires, and DDQs — making it great for compliance-heavy industries like finance and healthcare.
Key Features:
- AI-powered auto-response suggestions
- Real-time collaboration inside Microsoft tools
- Strong integration ecosystem
- Scoring and proposal analytics
Tradeoffs:
- Complexity may overwhelm smaller teams
- Slightly steeper learning curve than Loopio
🧠 3. Narwin
Best for: Teams exploring AI for RFP writing and qualification — especially in lean or startup environments.
Narwin is a newer player with a focus on full-stack RFP automation. Built around AI writing, vector search, and qualification analysis, it’s designed to help teams not only respond faster — but decide smarter. It connects to your knowledge base (past RFPs, documents, website, etc.) and generates contextual drafts using Retrieval-Augmented Generation.
Key Features:
- Requirement extraction + buyer analysis
- Qualification scoring based on fit, profitability, risk
- AI document writer using your own training data
- Slack + Notion integrations for internal team use
Tradeoffs:
- Still evolving compared to mature players
- Fewer integrations outside the AI ecosystem
Good to know: Narwin is built on top of Ask Astro and leverages Weaviate, Cohere, and GPT-4.1 for its AI stack.
🔍 4. AutogenAI
Best for: Government contractors and firms working with large, technical proposals.
AutogenAI is an enterprise-focused AI platform that’s found a strong niche in the UK and public sector markets. Its strength lies in its ability to generate highly customized, lengthy responses using custom-tuned LLMs. It’s favored by teams with long, formal requirements and a high volume of recurring bids.
Key Features:
- LLM-generated proposal drafting
- Deep prompt customization
- Enterprise content training
Tradeoffs:
- Requires substantial setup and onboarding
- Pricing may be a barrier for smaller teams
✍️ 5. Ombud
Best for: Sales-driven teams who prioritize live collaboration and proposal reuse.
Ombud combines a searchable answer repository with real-time editing features, making it ideal for sales engineers and account executives who frequently respond to RFIs and security reviews alongside RFPs.
Key Features:
- Searchable content database
- Commenting, version control, approval routing
- Salesforce and MS Teams integrations
Tradeoffs:
- Limited AI features
- Less structure for formal RFP submissions
🛠 6. XaitPorter
Best for: Industries with strict formatting requirements (e.g. energy, pharma, manufacturing)
XaitPorter is a niche solution designed for complex, highly formatted documents. Think of it as a proposal layout tool crossed with a writing platform. It’s trusted by companies in regulated sectors for its precision and document control.
Key Features:
- Centralized document co-authoring
- Built-in formatting and publishing
- Role-based user access
Tradeoffs:
- Not focused on AI or automation
- Less suitable for marketing-oriented proposals
📚 7. Qvidian (Upland)
Best for: Large enterprises needing strict governance and process control
Qvidian offers a traditional, process-heavy approach to RFP response. It’s best suited to firms with strict compliance needs (like legal, finance, insurance) and established content approval systems.
Key Features:
- Template-based content reuse
- Reporting and proposal tracking
- Compliance and audit tools
Tradeoffs:
- Outdated UI
- Not designed for AI workflows or startup agility
📊 Side-by-Side Comparison Table
| Tool | AI Writing | Req. Extraction | Bid Scoring | Best For |
|---|---|---|---|---|
| Loopio | ⚪️ Basic | ✅ Yes | ⚪️ No | Large enterprise teams |
| Responsive | ✅ Moderate | ✅ Yes | ⚪️ No | Complex, integrated orgs |
| Narwin | ✅ Strong | ✅ Yes | ✅ Yes | AI-first lean teams |
| AutogenAI | ✅ Strong | ⚪️ Limited | ⚪️ No | Gov & longform bids |
| Ombud | ⚪️ No | ⚪️ No | ⚪️ No | Sales engineers |
| XaitPorter | ⚪️ No | ⚪️ No | ⚪️ No | Regulated industries |
| Qvidian | ⚪️ No | ⚪️ No | ⚪️ No | Process-focused teams |
🧩 Final Thoughts
Choosing the right RFP software isn’t about chasing trends — it’s about finding the tool that aligns with how your team works, collaborates, and grows.
If you manage high-volume government bids, you might prioritize deep drafting tools like AutogenAI. If you’re a smaller team looking for AI-enhanced automation and smarter qualification, platforms like Narwin can offer speed without complexity. For structured enterprise workflows, Loopio and Responsive remain reliable choices.
Ultimately, the future of RFP response is hybrid: human insight plus machine efficiency. The sooner your team adapts, the faster you’ll win.